City Manager's Office
The City Manager’s Office is responsible for the leadership and direction on the operation and management of all City Departments (except the Offices of the City Attorney and City Clerk). The City Manager also provides policy support and recommendations to City Council. This office also supports and coordinates closely with the Mayor and all City Councilmembers.

The Position
The Principal Executive Assistant provides highly responsible, complex and sensitive administrative and technical support for the City Manager, Assistant City Manager, Communications Director, Mayor and City Council. This includes direct customer service with residents, business and community members, financial administration such as invoicing, credit card processing, and vendor processing, agenda management and supporting City Council and Executive Team meetings, coordinating daily office operations, scheduling appointments, managing supplies and equipment, assisting with media and website, records management, and event support. Performs other related work as required. 
Ideal Candidate
The ideal candidate for this position is someone who is:

• A strong communicator
• Able to manage competing priorities successfully
• Able to exercise good judgement
• Able to exercise a strong customer service orientation
• Proactive in their approach

This is a full-time, 36 hour per week, benefited position regularly scheduled for 4-days per week (typically Monday-Thursday). The City of Alameda offers a generous benefits package, including full healthcare and dental coverage for you and your family and CALPERS pension benefits. To learn more about our benefits package, please visit https://alamedaca.gov/hr The nature of the work performed is critical, confidential, and politically sensitive, requiring thorough knowledge of City-wide procedures and policies. Strong interpersonal skills, strategic thinking, sensitivity and tact are necessary to perform effectively. The incumbent provides direct supervision to clerical and other administrative support employees, works with a high degree of independence, and exercises discretion in the resolution of complex and sensitive problems.

1. Coordinates all administrative activities and functions of the City Manager's Office, including administrative workflow coordination and clerical staff supervision; plans, develops, establishes, evaluates and modifies administrative and technical procedures and practices and related activities; provides direct administrative support to the City Manager.
2. Tracks, monitors and follows up on action items generated through or submitted to the City Manager's Office; monitors status of projects and referrals to departments; keeps the City Manager apprised of progress and potential issues or problems.
3. Receives and tracks incoming correspondence and communications, independently responding or routing as appropriate.
4. Performs specialized administrative duties including preparation and management of complex, sensitive or official documents; performs a wide variety of other highly complex, responsible, sensitive and confidential administrative duties, including data entry, document production and data organization; prepares correspondence, reports, charts, spreadsheets and statistical data; establishes and maintains complex and confidential recordkeeping systems.
5. Performs administrative detail, such as coordinating and scheduling activities, events, receptions and official functions; coordinates the City Manager's and Assistant City Manager's calendars and schedules; coordinates travel, meeting and conference arrangements.
6. Serves as a primary resource for City staff, elected and appointed officials, residents, community and business leaders, or visitors, answering policy, procedural or technical inquiries; confers with other departments, public officials, consultants and residents; interprets and explains policies and procedures; makes presentations on assigned projects and programs; investigates and resolves matters on behalf of the City Manager.
7. Collects, compiles, and utilizes technical information to make recommendations; compiles, organizes and analyzes data; prepares reports and summaries.
8. Gathers information, materials, and documents, develops resources, and coordinates activities with City departments and with other organizations and agencies.
9. Provides staff support as assigned; prepares agendas and minutes.
10. Participates in Council meeting agenda preparation; coordinates staff report submission to the City Manager's office for review.
11. Assists in budget preparation and administration.
12. Administers various staff functions of the City Manager's Office.
13. Supervises, trains, and evaluates assigned staff.

Education/Experience
Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:
 
Education
Graduation from high school required supplemented by college coursework in public or business administration preferred.
 
Experience 
Three years of highly responsible experience providing primary administrative and technical support to executives, with work related to government business operations, project management, communications, community relations, and budget administration. Two years of public sector experience preferred.
 
Other Requirements
Selected positions may require possession of a valid California Driver's License and satisfactory driving record as a condition of initial and continued employment.
Knowledge
Knowledge of basic organization and function of municipal government, including the role of an elected City Council and appointed boards and commissions; functions and role of the City Manager and all City operations; general principles and practices of modern public administration; principles and practices of modern office administration; application of modern computer technology including designated operating programs and software programs for word processing, spreadsheets, presentation programs, and databases; filing, indexing and cross-referencing methods; correct English usage, spelling, grammar and punctuation and document formats.
 
Ability
Ability to effectively perform highly responsible, complex and sensitive administrative support work with speed and accuracy including typing and document production; coordinate all administrative activities and functions of the City Manager's Office and determine work priorities and methods; address, and where authorized, handle confidential and sensitive material, information and situations; analyze data and problems and recommend viable solutions; interpret and apply established City policies and procedures; plan, administer and evaluate work programs and practices; interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports; set priorities, meet deadlines and make sound decisions; establish and maintain accurate records and record keeping systems; operate a variety of modern office equipment including computers and designated software; communicate effectively; establish and maintain effective working relationships with City staff, elected and appointed officials, residents, and community and business representatives; supervise, train and evaluate assigned staff.
 
SELECTION PROCESS: It is important that both the application and questionnaire are completed thoroughly and accurately. The structured panel interview process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of interviews approximately two weeks in advance. If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment. Prior to appointment, a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required by U.S. Citizenship and Immigration Services.